Thesis Submission and Graduation
1. When will the oral examination be scheduled after I submit my temporary binding of thesis?
Examiners are given six weeks to review your thesis. The Faculty Office will invite your home department/school to coordinate the oral examination (if applicable) as soon as all examiners submit their assessment report on your thesis.
Graduate School’s webpage on thesis examination procedure
2. What do I do after the oral exam?
Once the recommendation is returned by the Thesis Examining Committee (TEC) Chairman after the oral exam (given that the report is returned promptly and in good condition), the Faculty Office will seek approval from the Board of Examiners. This will take approximately one week.
The Graduates School will then issue a letter of exam results with examiners’ comments for correction of the thesis. This will take approximately one week.
The correction period is determined by the TEC Chairman and can be a few months. Final thesis submission instruction will be provided with the exam results package. Submission of final bound thesis copies will not be accepted before the release of exam results by the Graduate School.
Please note Graduate School’s approval on the oral exam result only implies that you can correct your thesis according to the requirements of the TEC members within a specified period. The completion of your final thesis is dependent upon your supervisor’s approval on the correction of the thesis (i.e. to the satisfaction of examiners). Completion of the oral exam alone does not mean you have graduated.
The Faculty Office closely monitors the thesis examination process and will keep the supervisor and department/school administration informed of any special decisions and status on outstanding matters (if any) throughout the process. Please refrain from frequent status enquiries to the Faculty Office and expect delivery of notifications/instruction according to the abovementioned timeline.
3. If I can’t meet the final bound thesis submission deadline to join the Congregation of the year, does it mean I can’t graduate this year?
You can still graduate. Once a candidate complete the submission of final bound thesis, the Graduate School will issue a Conferment of Award letter in approximately one week. This is an official letter that proves your completion of the programme and is eligible to graduate.
4. Do I have to apply for the Graduation Certificate (degree diploma, 學位證書)?
The certificate will be conferred and awarded by the University at the congregation ceremony. The University’s Registry announces congregation arrangement to all graduands in around October each year. the certificate is free and the collection arrangement will be announced following the congregation announcement. Please ensure that your personal information in the HKU portal is kept up to date.
5. I need proof of graduation/that I have completed my studies but I don’t have a graduation certificate. What can I do?
You may apply for a Certificate of Graduation (CoG, 畢業證明) via the Academic Support and Examination Section of the Registry (ASE). The CoG proves that a student has successfully completed the requirements for the conferment of a degree at the congregation ceremony before the issuance of the Graduation Certificate.
ASE's webpage on application for official documents
6. I am a non-local student. My supervisor offered me a Research Assistant position. I urgently require my RPg graduation document for appointment arrangements, but it is not yet available. What can I do?
You may need to apply for a IANG visa to fulfil the immigration requirement in HK. You may submit your application to the immigration department with supporting documents such as your thesis submission receipt letter and request to supplement official conferment of degree documents at a later time with an estimated date. Please consult the Centre of Development and Resources for Students (CEDARS) or the Human Resources Office for specific advice.
7. I need something to certify the medium of instruction of my degree, what document should I obtain?
Please apply for an official transcript via the Academic Support and Examination Section of the Registry (ASE). Indication of English as the medium of instruction is printed under section F of the “Guide to symbols used in transcripts” on the official transcript.
ASE's webpage on application for official documents
8. How do I apply for a proof of study at HKU?
You can apply for a transcript or testimonial through the Academic Support and Examinations Section, The Registry. Please refer to the ASE’s website for more information.
Postgraduate Scholarship (PGS), Scholarships and Financial Assistance
1. My PGS didn’t come through this month, what happened and what can I do?
There may be issues associated with your progress report, supervision report, probationary report, or budget renewal. Please contact the administration office of your department/school for specific advice.
2. Are there scholarships on offer? How do I apply?
Yes, there are many scholarships on offer throughout the year. The Faculty Office and scholarship offering units will invite applications via email.
Supervision
1. I have concern regarding my supervisor. What can I do?
You should always try to resolve the matter by first communicating with your supervisor. If problems persist, you should approach these members (in that order of escalation) for advice:
Your co-supervisor → DRPC Chair → Assistant Dean (Research Postgraduate Studies).
It is advisable to summarise your concern/requirement in a clear and concise email so colleagues who are involved to help in the process always have the full picture and could help follow-up for you without delay.
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